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| United States Patent |
5,193,055
|
|
Brown
, et al.
|
March 9, 1993
|
Accounting system
Abstract
A system for producing accounting statements. A standard category code
listing is developed and entered into a computer data bank. Data are
entered from blank statements and check book entries in accordance with
the standard category code listing, and accounting statements are printed.
| Inventors:
|
Brown; Gordon T. (631 Iron City Dr., Pittsburgh, PA 15205);
Scherer; Richard H. (631 Iron City Dr., Pittsburgh, PA 15205)
|
| Appl. No.:
|
640542 |
| Filed:
|
January 14, 1991 |
| Current U.S. Class: |
705/33 |
| Intern'l Class: |
G06F 015/30 |
| Field of Search: |
364/401,406,419
|
References Cited
U.S. Patent Documents
| 2509718 | May., 1950 | Barbey | 235/61.
|
| 2693909 | Nov., 1954 | Allan | 235/61.
|
| 3040984 | Jun., 1962 | Cox et al. | 235/153.
|
| 3492655 | Jan., 1970 | Deskevich et al. | 340/172.
|
| 3623012 | Nov., 1971 | Lowry | 340/172.
|
| 3749892 | Jul., 1973 | Stenning | 235/150.
|
| 4222109 | Sep., 1980 | Siwula | 364/715.
|
| 4264808 | Apr., 1981 | Owens | 235/379.
|
| 4277837 | Jul., 1981 | Stuckert | 364/900.
|
| 4308588 | Dec., 1981 | Siwula | 364/715.
|
| 4321672 | Mar., 1982 | Braun et al. | 364/408.
|
| 4370649 | Jan., 1983 | Fuerle | 340/825.
|
| 4376978 | Mar., 1983 | Musmanno | 364/408.
|
| 4412287 | Oct., 1983 | Braddock | 364/408.
|
| 4460965 | Jul., 1984 | Trehn et al. | 364/464.
|
| 4549264 | Oct., 1985 | Carroll | 364/406.
|
| 4569029 | Feb., 1986 | Hatta et al. | 364/715.
|
| 4594663 | Jun., 1986 | Nagata et al. | 364/401.
|
Other References
Wilkens, Robert P., "How Lawyers Can Use Microcomputers", Byte Magazine
May, 1984 pp. 160-167.
Dow Jones General Ledge, Byte Magazine May, 1984.
"Recordkeeping for Small Businesses", 1985, by Tom Harrison.
|
Primary Examiner: Hayes; Gail O.
Attorney, Agent or Firm: Blenko, Jr.; Walter J.
Parent Case Text
This application is a continuation of our copending application Ser. No.
280,220, filed Dec. 5, 1988, which is a continuation-in-part of our
copending application Ser. No. 021,249, filed Mar. 3, 1987, both now
abandoned.
Claims
We claim:
1. A method of producing through a service company an accounting statement
suitable for a customer, such as an individual, a small business and the
like, the method comprising the steps of
providing to the customer a pre-established group of standard category
codes,
entering category codes selected by the customer from the pre-established
group into a computer file,
entering information identifying a customer account into the computer,
determining the cash balance in the customer account from a bank statement
for the account,
entering into the computer the account balance as shown by the bank
statement balance for the account,
receiving copies of money transfer instructions including at least one
category code selected by the customer,
entering into the computer debits made against the account along with
category codes selected by the customer,
entering into the computer credits made to the account along with category
codes selected by the customer,
holding in the computer prior computer-generated account balances,
generating, from the entries, reports from one or more of three tiers,
namely,
(a) Income/Expense (cash basis)
(b) Accruals
(c) Statistical
the steps of generating said reports including at least:
adding to the prior computer-generated account balance the amount of
credits to the account, and subtracting the amount of debits represented
by the money transfer instructions to obtain an updated computer-generated
account balance based on the prior account balance,
reconciling the computer-generated account balance with the bank statement,
and
printing an account statement.
2. The method of claim 1 in which the check expense data are identified by
category and by payee, a listing of paid expenses by category is generated
from the entered expense data, and the computer account statement includes
a listing of paid transactions by category.
3. The method of claim 2 in which the computer generates at least one of
a suspense listing,
a statement of bank activity during the period
a bank account recapitulation, and
an income by category listing, and includes such information on the account
statement.
4. A method of conducting for a customer through a service company
computerized cash accounting which generates accrual and statistical
information and which comprises:
providing an account through a financial institution,
making financial transactions through said account,
providing a pre-established group of standard category codes,
entering said codes into a computer file,
receiving at the financial institution transaction documents which are
coded by the customer according to predetermined classification criteria
including the standard category codes,
providing a computer to receive data and generate reports with respect to
said account,
entering data into said computer representative of each said transaction,
said data including the amount and category of each said transaction,
generating from said entered data reports from one or more of three tiers,
namely,
(a) Income/Expense (cash basis)
(b) Accruals
(c) Statistical
including:
generating a financial institution account statement showing deposits to
the account, withdrawals from the account, and a closing account balance,
and
generating an accounting statement based on the coding for the transactions
entered into the computer.
5. The method of claim 4 in which the report includes a listing of paid
transactions by category.
Description
This application relates to accounting systems suitable for individuals,
small businesses, and the like. More particularly, the application relates
to use of a computer to produce accounting information and accounting
statements by a simplified and standardized entry of information into a
computer.
The widespread introduction of digital computers has replaced manual
bookkeeping in virtually all businesses of significant size and in many
smaller businesses as well. A drawback of computer systems is that the
programs are often complex and require significant operator training for
efficient and effective operation. Where a full time bookkeeper is
required, as in a business, it is not difficult to secure competent
computer operators. A different situation is presented, however, in the
case of an individual or a small business which requires only a limited
amount of bookkeeping services. Many computer accounting programs
contemplate the needs of larger businesses. Thus, the reports generated by
such programs, while suited to medium and large size businesses are often
inappropriate to the needs of very small businesses and individuals.
Moreover, many such programs require specialized record keeping and
accounting skills to enable the programs to function. For an individual or
a small business, however, the keeping of such records in proper form and
the entering of them into the computer may involve more effort and
complexity than the manual system which the computer is intended to
replace. A lack of accounting skills by the user may cause the reports
produced to be misleading or inaccurate.
We provide a method of monitoring accounts and producing accounting reports
based upon a bank statement and bank entries. We provide a standardized
menu, including predefined group category codes, for a computer system. We
enter account information into the computer, enter a bank statement
balance into the computer, and enter bank account entries into the
computer. We maintain a file by account and enter account information into
the computer. We further maintain a payee file and enter payee information
into the computer. We preferably provide means to verify customer file
inputs, account file inputs, and payee file inputs. We further preferably
enter expense category information into the computer. We verify the total
expense categories for each bank check against the total amount of the
check. We may provide expense sub-categories by which expenses can be
identified by categories, by sub-categories, or both. We further verify
the total of expense and income entries against the current bank statement
balance. Thereafter, we produce one or more printed reports. We produce a
suspense listing, a monthly statement of bank account activity, a bank
accounting recapitulation, a listing of payments made by category, and a
listing of income by category.
In the accompanying drawings, we have illustrated our invention in which:
FIGS. 1A and 1B show a schematic flow chart;
FIGS. 2A, 2B, 2C and 2D shows a table of standard category codes;
FIGS. 3A, 3B, and 3C show a recapitulation of all expenses by category for
the current and previous years;
FIGS. 4A, 4B, 4C,,4D, 4E, and 4F show expenses on a monthly basis by
category and also by group category;
FIGS. 5A and 5B show sales for the year by customer category;
FIGS. 6A through 6B show paid transactions by category and by transaction;
and
FIG. 7 shows expense detail, income, and profit per job.
A customer file 1, a by-account file 2, and a payee file 3 are maintained
in the computer system. In order to produce the desired reports for a
customer, it is essential that the customer have all pertinent data
entered into the computer. Since the typical customer will be an
individual or small business which does not own and operate a computer, it
is usual that the computer will be maintained and operated at a service
center remote from the customer. It is essential to satisfactory operation
of the computer that all necessary data be transmitted to the service
center and entered into the computer. The customer might, for example,
mail hard copy such as checks, deposit slips, and check stubs to the
service center for entry and input by a service center operator.
Alternatively, the customer might transmit the information by telephone to
the service center where the information is preferably recorded and then
transcribed into the computer by an operator at the service center.
Further, the customer might directly enter the data into the computer by
telephone using a telephone keypad or microcomputer keyboard.
In the simplest form, the coding is placed on the check stub or voucher
when each check is written, and also directly on each deposit ticket.
Copies of the check stubs and deposit tickets are transmitted to the
service center on a frequent and timely basis. That provides the essential
data from which reports and accounting statements are prepared.
The starting point for any entry is the customer account number which is
first entered as shown at 4. The computer will then compare the account
number against the customer file at 5. If a valid account number has not
been entered, that will be displayed on the operator's screen, or by
audible signal to permit the account number to be reentered. When the
computer verifies that the account number is valid, a further signal may
be given that the computer is ready to receive the next entry which is the
month end bank statement balance as at 6.
A standard and predetermined list of category codes is prepared and is
entered into the computer data bank. Thereafter, individual expense and
income items are entered into the computer in accordance with the standard
code. The first part of the entry is a category code at 7. Expense
categories for a customer might, by way of example, include such things as
electric power, water, real estate tax, and interest paid. Income
categories might include such items as wages, dividends, rentals, and
payment for services. The code for each customer is associated with a
group which is fitted to the activity and needs of customers having
similar business activities. A customer might be placed in a standard
group suited to the customer's needs. A self employed professional, for
example, would have different categories of income than an employee, or a
merchant or a tradesman. A home owner would be expected to have different
expense categories than an apartment dweller. A customer might be the sole
member of a group whose entries correspond to that customer's needs. Thus,
standard groups can be programmed, but special programs can be tailored to
meet special needs of individual customers.
The expense categories may include a secondary classification which
identifies an identifiable sub-category such as a particular job, or
project, or branch store. Thus items of expense are identifiable both by
the category and sub-category. In this manner, all expenses of a
particular type may be identified and all expenses to a particular job or
project may be identified.
Expenses for purchases which are depreciable may be indicated by a code for
any standard depreciation schedule.
Expense items can be coded to show inventory purchases by category or item.
Accordingly, such purchases will be added to the inventory level. If
periodic adjustments are made for sales, damage, theft, etc., the net
amount will show the inventory.
The category which is entered as part of each entry is compared at 8 to all
listed categories of the group to which the customer belongs. If the
category of the entry is not proper, an error signal will be given and
entry will be refused. For example, if a telephone bill of an individual
is incorrectly coded as typewriter repairs which might be appropriate for
a business, the entry would be rejected. If the category is acceptable for
the group, then the entry will be stored in by-account file 2, and the
by-account file will be updated as shown at 9. The next step 10 is to
determine if the entry was an expense item. If the entry is not an expense
item, the entry is for income which goes to 15.
The group category codes permit a certain degree of individual variation in
accounting reporting (e.g. job numbers), but require all participants in
the accounting process (bookkeepers, bank personnel, and tax advisors) to
conform to a specific set of accounting codes and principles which, in
turn, are requisite to the handling of large volumes of financial data
economically.
The standardized group category codes also permit the inclusion of noncash
items through a matrix of depreciation methods and periods as established
by the check writer at time of payment. Balances are subsequently carried
forward automatically for reporting each month and for year-end tax
preparation. Year-end tax accounting costs are thereby reduced. Accurate
monthly financial statements can be generated using an on-site computer or
an outide accounting service operating via computer or an internal
reconciliation process done by hand.
A bank check or a deposit ticket may represent more than one category. For
example, a single check drawn by a customer to a savings and loan
institution might represent payment of interest on a mortgate, payment of
principal, and payment to an escrow account from which real estate taxes
on the mortgaged premises are paid. The total of the check and the total
of the categories represented by that check are balanced at 11. If they do
not balance, the items are posted to a suspense file 12 for reconciliation
by the customer. After reconciliation 13, the payee file is updated at 14.
If the check total and category totals do balance, the payee file is then
updated.
If a further item is to be entered, the entry is made at 9 and the
intervening process is repeated as many times as necessary until all of
the entries have been made at 15. A computer statement balance is then
prepared at 16 based on the balance at the end of the previous period. If
the statement balance does not match the bank statement balance, then an
out-of-balance report is prepared at 17. Out-of-balance would commonly be
caused by checks which have been written and entered into the checkbook
but which have not cleared and been paid by the bank at the time the bank
statement is produced. Thereafter, reports are produced as desired. The
reports may include a suspense listing 18, a statement of bank account
activity 19, a bank accounting recapitulation 20, a paid transaction by
category report 21, an income by category report 22, and a secondary
classification report 23. By incorporating depreciation and inventory
levels, an income statement 24 may be generated. The reports are stuffed
into envelopes, the envelopes are stamped and mailed to the customer.
The opportunity to place more than one number on a check (or a deposit
ticket) at its writing to denote both cash and noncash portions for an
expenditure (or a revenue) could not be feasibly performed without the use
of a standardized list of group category codes. The system permits
balancing of income and expense amounts with the bank statement record at
month-end. For accrual accounting purposes, however, amounts designated as
standardized noncash group category codes whether a check or deposit in
whole or in part are deducted from or added to income in accordance with
the tax method already elected, generating periodic income and expense
statements in accord with generally accepted accounting principles. No
separate system of accounts or reconciliation of cash and noncash items is
required.
The present invention provides for a basic inventory system. Through the
Category 6000 Inventory Code, the system can track dollar inventory
investments for 200 (or more) individual products or product grouping.
Although individual units are not tracked as sales and receipts occur,
monthly expenditures for such items are summarized and where depletion,
depreciation or amortization should be added or deducted, the system
automatically carries forward appropriate amounts.
The system may be used to distinguish between business and personal incomes
and expenditures without the need to establish a duplicate system of
accounts. The Category 7000 Personal Expense Codes offer a way to
segregate personal/family expenses in situations where one checking
account is used for both business and personal transactions. For example,
a credit card payment may be segmented into more than one expenditure
type. A $1000 credit card payment may include the following:
______________________________________
$ 100 for category #7130
Personal Food and groceries
150 for category #7160
Personal legal expenses
250 for category #4520
Company legal expenses
50 for category #3550
Company restaurant charge
450 for category #3060
Desk (office furniture)
$1,000
______________________________________
The business and personal expenses are segregated automatically for monthly
summarization and review. The business expenses which are deductible in
the current period are so deducted. The asset purchase portion of the
$1000 payment is (by the election of Asset Code #9005) carried forward on
a five-year straight line depreciation basis in calculating the periodic
income and expense statement. The entire $1000 expenditure is included in
the automatic bank statement reconciliation process during the period in
which the expenditure took place. The month-end summary reports delineate
expenditures by category for comparison and control purposes.
Business, personal, cash and noncash accounts established in a computer
system or without the use of a computer must be utilized and integrated in
such a manner as to result in a meaningful system of accounting. That
system must primarily be accurate and, secondly, be feasible to implement.
The standardized chart of group category codes programmed with appropriate
separations for cash and noncash items and business and personal divisions
with specific interrelationships between account categories defined and
balances carried forward makes the system work with little input from
anyone other than the check writer. In such manner, the costs of
implementation are minimized. Conversely, if the standardized group
category codes are not entered into a file in the computer and if they are
not used by the business or other user of the system, the advantages of
the system are lost and the operation essentially becomes one of normal
bookkeeping in which the printing and computation function is done by
machine. In using the system, the requirement for specialized knowledge
(either of accounting or of computers) is reduced. There is no requirement
to own a computer. And the ideal location for performing financial
accounting/analysis (the financial institution) can be utilized with
minimal effort, file input and manpower.
Because the system prompts the user to make simple accounting decisions at
checkwriting, one and only one person need be involved. Only one person is
involved in computer entry of check amounts into standardized group
category codes. Potential for error on key entry is minimized because only
a small percentage of group category codes may be personalized and those
code numbers are prespecified within major group category headings.
Standard computer routines then process the financial data into
standardized periodic reports. Both bank personnel and user personnel are
able to recognize the standard register of accounts and reports because
all users are virtually the same. Bank service costs and accounting
personnel are thereby minimized. It is estimated that the method of input
and analysis may be provided at a cost of 25 to 50 percent that of most
other accounting service systems. Moreover, the system, by design, is also
more timely. Monthly statements are prepared for return to the user with
the bank statement. Outside accounting service providers usually require
30 to 60 days to supply comparable reports.
In this manner, the customer is able to obtain a set of detailed and
informative accounting statements which are based on entries taken from
the customer's checks or deposit tickets and the bank statement. The
statements can be prepared on a monthly, or quarterly, or other convenient
basis. If desired, entries can be made into the computer on a daily or
other basis which is more frequent than the period on which reports are
generated for the customer. In this manner, entries are kept reasonably
current. At the end of the month or other accounting period, the new bank
statement balance is entered and the reports are prepared.
The suspense balance reports may be produced and forwarded to the customer
for examination and then returned to the computer service center before
the final accounting reports are run. Also, periodic and cumulative
reports may be prepared. That is, monthly reports may be issued showing
figures for the month and also for the year to date. It will also be
apparent that the computer can readily be programmed to make additional
comparisons regarding the data which have been entered. By way of example
only, the percentage which each category of expense bears to the total
expense could be listed.
A further advantage of the system relates to the opportunity to track
income and expense for individual projects or business activities. Through
the insertion of a two digit code (1 through 99) on the check at the end
of each group category code, incomes and expenses can be further broken
down for month end review of specific projects with the overall business
activity. The incomes and expenses for these specific projects are
included as part of the overall business record-keeping and analysis and
balanced against the bank statement record but such incomes and expenses
can also be reported in separate manner for better management control of
specific functions. At the time of entry into the system, users identify
which projects correspond to particular projects or activities, thus
personalizing the system at nominal extra cost to the user. Accounting
service bureaus rarely offer such analysis to the small business. Further,
the system is able to perform job profit and lost analysis for large
numbers of users because of the format developed in its standardized menu
of group category codes. Bank processing personnal need only enter the
additional two digit code to prompt further computer analysis. At month
end, an analysis of project costs and revenues by category is provided to
point to specific areas of concern and need for action.
An example of management reports which can be generated is shown in FIGS.
3A, 3B, and 3C, which show all expenses during the month in each
established category. The computer accumulates the expenses in each
category since the beginning of the accounting or fiscal year and also
lists the annual total to date in each category. The listing also shows
year to date for the previous year and compares the current year to date
with the previous year to date showing the difference between them, either
positive or negative. In the example of FIG. 3, the firm was not on the
system during the prior year. Accordingly, the previous year is listed as
zero in every instance, and the comparative figure is equal to the year to
date, i.e., year to date minus zero.
FIG. 4 shows monthly expenses in each group category, and it also
enumerizes the groups by subject, such as office expense which is the
total of rent, utilities, telephone, copier rental, furniture and
fixtures, repairs and maintenance, miscellaneous, office supplies, paper
and printing, postage and express, and other supplies which constitute
categories 3005 through 3065. The totals provide an accurate picture of
cash flow and permit cash flow to be readily controlled. At the end of the
cash category, the system balance is given followed by non-cash items such
as depreciation. The system balance should equal the bank statement
balance as shown on FIGS. 3A and 4F.
A suspense report may be prepared showing differences for each category
between actual charges to each account and check amounts. Such a suspense
report will reconcile differences between the bank statement balance as
shown on FIG. 3A and the system balance as shown on FIG. 4F.
FIG. 5 shows revenues by month, again stated by group category, in this
instance the categories being separate customers and other non-customer
income sources. A comparison of this report with an invoice file will
quickly show overdue bills.
FIG. 6 show paid transactions both by group category and by specific entry
of each transaction with the group category. Both the check number and
date of each transaction are listed. Also sub-categories are listed where
appropriate. The information may readily be restated in form appropriate
for an accounting statement.
FIG. 7 brings together expenses and income for particular jobs and shows a
computation of profit for each job in absolute and percentage terms.
The foregoing reports are based on providing a standardized category code,
coding check stubs, and deposit tickets at the time they are prepared.
Those essential steps permit the reports to be prepared promptly at the
close of each accounting period, e.g. monthly, thereby giving a prompt and
accurate set of reports for management of a business. Also, other types of
reports may be prepared if desired.
While we have illustrated and described a present preferred embodiment of
our invention, it is to be understood that the invention may be otherwise
variously practiced within the scope of the following claims.
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